Key Responsibilities
Executive & Administrative Support
- Provide comprehensive executive support to the Director, including calendar management, scheduling, and prioritization of tasks.
- Handle correspondence, emails, and calls with professionalism and discretion.
- Prepare reports, presentations, briefing notes, and meeting materials.
- Manage ad-hoc administrative tasks as required.
Japanese Business Liaison
- Act as a key liaison between the Director and Japanese colleagues, clients, and business partners.
- Communicate professionally in Japanese, English, and Mandarin.
- Coordinate meetings, visits, and communications with stakeholders.
- Assist with preparation and translation of business correspondence, meeting notes, and documents.
- Demonstrate strong understanding of Japanese business etiquette, hierarchy, and protocol.
Meetings & Board Support
- Coordinate board meetings, senior management meetings, and internal gatherings.
- Prepare agendas, minutes, and follow-up action items.
- Ensure confidentiality and accuracy of board-level documentation.
Travel & Logistics
- Arrange domestic and international travel, including Japan-related business trips.
- Coordinate flights, accommodation, visas, itineraries, and allowances.
- Handle last-minute changes and urgent travel requirements.
Household & Personal Assistance
- Support household errands, including managing domestic staff and household schedules.
- Coordinate school-related matters, such as enrollment, events, and communications.
- Handle personal appointments and tasks as requested by the Director.
Confidentiality & Professional Conduct
- Handle highly confidential information with absolute discretion.
- Maintain professionalism, trust, and integrity in all internal and external interactions.
Qualifications & Requirements
- Diploma or Bachelor's degree preferred.
- Minimum 58 years of experience as a PA, Executive Assistant, or Senior Secretary.
- Experience supporting Chairman, CEO, or Board-level executives preferred.
- Business-level Japanese proficiency (JLPT N2 or above preferred).
- Fluent in English and Mandarin.
- Strong organizational, communication, and interpersonal skills.
- Ability to handle multiple priorities, adapt to changing schedules, and work under pressure.
- High level of discretion, professionalism, and attention to detail.
- Comfortable assisting with personal, household, and school-related tasks.
